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1 July 2, 2004 Lisa Miller Directr f Human Resurce Cmmissin 175 S. Main Street Akrn, OH Dear Ms. Miller: Attached is the final reprt f the Human Resurce Cmmissin preliminary audit that was discussed with members f senir management n March 5, In additin, please nte that the Cmmissin s management actin plan was incrprated int the final reprt. The reprt was apprved by the Audit Cmmittee at its June 23, 2004 meeting at which time it became public recrd. We appreciate the cperatin and assistance received during the curse f this audit. If yu have any questins abut the audit r this reprt, please feel free t cntact me at extensin (330) Sincerely, Bernard F. Zaucha Directr, Internal Audit cc: Audit Cmmittee

4 HUMAN RESOURCE COMMISSION Preliminary Audit BACKGROUND Auditrs: Lisa Skapura, Dan Crews, Jseph Gerge and Deanna Calvin Backgrund: On Tuesday Nvember 7, 1995, the electrs f Summit Cunty at the general electin vted t amend the Charter f the Cunty f Summit by enacting an article, which allwed fr the frmatin f a Human Resurce Cmmissin. The HRC rules were adpted by May 15, 1996 and tk effect July 1, The Human Resurce Cmmissin cnsists f three individuals. Tw f whm shall be members f the same plitical party, which shall be respnsible fr administering, fr and in cperatin with the fficers, agencies, bards and cmmissins f the Cunty, an efficient and ecnmical system fr the emplyment f persns in the public service f the Cunty accrding t merit and fitness. The members f the Human Resurce Cmmissin shall be appinted by the Cunty Executive and cnfirmed by Cunty Cuncil and shall be persns with experience in persnnel matters r persnnel administratin and supprtive f equal pprtunity cnsideratins. The term f ffice f each member f the Human Resurce Cmmissin shall be six years. The terms shall be staggered s that n term expires within less than tw years f the expiratin f any ther term. The Cunty Executive shall fill a vacancy ccurring during a term fr the unexpired term in the same manner as a regular appintment. 3

8 PERSONNEL: There is n frmal prcess fr the terminatin r the change f respnsibility fr emplyees. Per June Garey, Directr f M.I.S., her department currently runs a terminatin reprt mnthly. This reprt is used t remve the netwrk and applicatin access f terminated emplyees. This prcess leaves a large gap f time and the risk that a recently terminated emplyee culd have unauthrized netwrk/applicatin access. Lack f infrming ther departments such as insurance can als lead t a terminated emplyee incrrectly being insured. A frmal prcess fr terminatin wuld als ensure the cllectin f cunty prperty when an emplyee terminates emplyment. Recmmendatin IAD recmmends that a frmalized plicy and prcedure be created fr the terminatin, resignatin, r jb change f an emplyee. The plicy shuld include a frm fr ntificatin f the terminatin t departments such as insurance, M.I.S., payrll, the executive area handling I.D. badges, and any ther department that the emplyee is cnnected t. This plicy shuld als ensure that Cunty assets are inventried when the emplyee is hired s that these items can be cllected upn separatin frm emplyment. Management Actin Plan Emplyee Separatin/Exit Prcedure cmpleted and attached. This will be used until such time a Cuntywide Prcedure is established. It was nted that there was nly ne evaluatin fr Janis Crbin, Administrative Specialist and it was nt a standard Cunty evaluatin frm with a signature line fr the emplyee t indicate that they received the evaluatin. Janis has been with the cunty since Recmmendatins IAD recmmends that the Human Resurce Cmmissin utilize the standard Cunty evaluatin frms t perfrm perfrmance evaluatins t measure emplyee perfrmance. In additin, IAD recmmends emplyee evaluatins be cmpleted annually. Management Actin Plan Next evaluatin will be dne n the standardized frm. 7

10 Recmmendatin Lisa Miller, Directr f the Human Resurce Cmmissin, infrmed the IAD that the HRC wuld n lnger be using utside Hearing Officers. In the event that the HRC cntinues t r resumes emplying utside Hearing Officers, IAD recmmends that the HRC develp and implement specific prcedures fr recruiting utside Hearing Officers, validating their experience, and maintaining dcumentatin f that experience in an HRC file. The HRC shuld als devise and implement a fair and equitable methd f rtating hearing assignments amng the utside Hearing Officers whse names are n the list that shuld be maintained by the department. The IAD is aware f tw hearings that are currently scheduled with hearing fficers in Management Actin Plan Lisa Miller will be the HRC Hearing Officer. Shuld this ever nt be the case, resumes will be received and frwarded t the HR Cmmissiners fr their review. Rtatin wuld largely depend n their availability. ANNUAL REPORT: The Human Resurce Cmmissin Rules Sectin 4.05 requires that an annual reprt be prepared fr the HRC. IAD reviewed the annual reprt fr 2002 due t the fact that the 2003 reprt is generally cmpleted at the end f the fllwing year s 1 st quarter. N exceptins were nted. JOB DESCRIPTIONS: There were n psitin descriptins nted fr the tw Human Resurce Cmmissin psitins. Recmmendatin IAD recmmends that psitin descriptins be created fr these tw psitins. Management Actin Plan Psitin Descriptin has been cmpleted fr Janis Crbin and is attached. Psitin Descriptin fr Lisa Miller is same as her classificatin specificatin. 9

11 HEARINGS: Testing was perfrmed t ensure that hearings are in cmpliance with the Human Resurce Cmmissin Rules. An bservatin f an HRC hearing was perfrmed t cnfirm that the hearings are being cnducted in accrdance with the Human Resurce Cmmissin Rules. N exceptins were nted. III. Cntract Review: The Human Resurce Cmmissin currently has tw cntracts, bth f which are with the same vendr. Therefre, bth cntracts were selected fr review. The cntracts were fr Prfessinal Services Agreements between the Cunty f Summit and Buckingham, Dlittle & Burrughs, LLP. The cntracts were reviewed t determine if they were current, prperly executed, and applicable t the services perfrmed. N exceptins were nted. IV. Security: Security issues nted during fieldwrk are addressed under separate cver in the accmpanying reprt in cmpliance with Ohi Revised Cde

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